Addendum2 QA B26881.docx
DOCX document 98 KB Posted
- Attached to
- Microfiche Document Conversion Services
- Solicitation number
- 22-360IOC-IOC36-B-26881
- Issued by
- St. Clair County, Illinois
About this file
This document is an Addendum to a Request for Bids from the Illinois Office of the Comptroller for Microfiche Document Conversion Services. The project involves digitizing approximately 208-format COM microfiche, converting them to multi-page PDF files, and indexing the contents. The bid due date has been extended to February 7, 2022 at 2:00 PM CST to allow vendors time to review the addendum. A site visit is available but not required. The microfiche consists of 100% silver, simplex images with no photographs, and the indexing will include roll number, fiscal year and month, and document number range. The State has a 2% BEP subcontracting goal for this solicitation, and the prime vendor is not required to be a BEP. There is no specified budget, as this is a new project. The deliverable format is requested in PDF, and vendors will be required to keystroke all data from the microfiche headers.
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Other files
| File | Type | Posted |
|---|---|---|
| Microfiche IFB~1.docx | DOCX document | |
| Addendum3 QA B26881.docx | DOCX document | |
| Attachment - Notice of Electronic Submission Only v.22.1.pdf | ||
| Forms A Section V.18.1~4.docx | DOCX document | |
| Forms B Section V.20.1~4.docx | DOCX document | |
| Addendum1 QA B26881.docx | DOCX document | |
| Notice of Award.pdf | ||
| Utilization Plan B26881.pdf |
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Text version
Addendum #2 Response to Vendor Questions Addendum #2 is to answer all questions submitted and to extend the bid due date.
The bid due date is being revised to allow vendors enough time to review this addendum and submit a bid timely. The bid due date shall be:
February 7, 2022 at 2:00 PM CST
Question/ Answer #
Q1
Will this project involve digitizing COM Microfiche only? Is there any roll film conversion also associated with this project?
A1
This project involved digitizing COM Microfiche only. There is NOT any roll film conversion with this project.
Q2
What COM format are the microfiche? I.e. How many images per fiche(208 format or 270 format)
A2
Q3
Will each fiche be its own multi-page PDF file?
A3
Yes
Q4
On average, how many total characters per fiche index should we use for costing the index portion of this project?
A4
Please see fiche example in A10 as a reference.
Q5
Indexing states Roll #, Fiscal Year and Month and Range of document # for each fiche. Is this correct?
A5
Yes
Q6
Please provide a filled-out sample index field layout.
A6
Please see fiche example in A10 as a reference.
Q7
When will answers to vendor questions be provided? So ample time will still be available to complete Bids.
A7
The due date is being extended to allow vendors the time needed to review the questions and answers and submit a bid.
Q8
Can a site visit be scheduled to view the COM microfiche?
A8
Yes, please email megan.seitzinger@illinoiscomptroller.gov to schedule a site visit. A site visit is NOT required for this bid.
Q9
Will all the COM microfiche be original microfiche?
A9
Yes
Q10
Can a sample microfiche (picture) be put on the site for vendors to view?
A10
Q11
What system will be used to view the digitized COM microfiche files?
A11
Microsoft
Q12
How old is the fiche?
A12
Back 30 years
Q13
Are the title bars translucent, opaque or a mixture?
A13
Translucent
Q14
Are any of the fiche simplex or are there some duplex? If so, what percentage?
A14
100% Simplex
Q15
Is any of the fiche damaged, brittle, vinegar syndrome or oxidation?
A15
No
Q16
Is the fiche in envelopes or loose leaf?
A16
Loose leaf
Q17
How are the fiche going to be packaged for pick up/delivery?
A17
Fiche will be packaged in boxes.
Q18
Is all the information that is needed for indexing contained on the title bars?
A18
Yes
Q19
What percentage film is silver? What percentage is diazo?
A19
100% of the film is silver.
Q20
Does any of the film contain photographs?
A20
There are no photographs on the film.
Q21
What percentage of frames have more than one image?
A21
None
Q22
Is the fiche in jackets or are they COM?
A22
COM
Q23
How many frames per sheet?
A23
Q24
What are the reduction ratios?
A24
24:1
Q25
What are the dimensions of the individual sheets of fiche?
A25
4X6
Q26
Does the Vendor have to be a BEP to be considered for this solicitation?
A26
The prime vendor is not required to be a BEP vendor. However, the solicitation does have a 2% BEP goal. The vendor will need to complete the BEP Utilization Plan that is attached to the bid. Please read this document carefully as it explains the BEP process for this solicitation. Vendor must complete Part III of the Utilization Plan if requesting a Good Faith Effort waiver.
Q27
Is there a budget?
A27
The IOC has the funds available for this project. This is a new project, so we allow potential bidders the discretion of submitting pricing based on their determination that aligns with the scope of work.
Q28
Is this new work or have you had a previous vendor(s) working on this project?
A28
This is a new project.
Q29
What file format deliveries are you expecting? ie: PDF, JPEG, TIFF
A29
The IOC requests PDF format for the files.
Q30
Please confirm for keystroking numbers quote that we will be keystroking all the data that resides on the fiche header. In the sample provided in this case. The final output, a multipage PDF with approx. 190 pages scanned from fiche, file name= 405_retirement_earnings_list_001_14_4134_12292010_001.pdf
A30
This is correct. Vendor will keystroke all the data on the fiche header.
Q31
How everything is currently stored
A31
Fiche is stored loose leaf in cases.
Q32
Is everything labeled sequentially? EX:
· JAN 81 – 1
· JAN 81 – 2
· ETC
A32
Everything is labeled sequentially.
Q33
How many images are on each COM Fiche?
A33
See A10 above.
Q34
How many rows and columns are on each Fiche?
A34
See A10 above.
image1.jpeg
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